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Change numbering format for invoices and credit memos

Forum|Forum|7 years ago
December 11, 2018
23 replies
106 views

To easily identify invoices and credit memos we used to create the prefix CR- for credits and QB would remember and sequentially create new Credit Memos with the prefix (e.g. CR-100, CR-101, CR-102) and leave the invoices alone. The credit memos would continue with the CR prefix and the invoices without a prefix. At some point this stopped working and now wants to put the CR in front of invoices. Is there any way to get the numbering to be different and accept the letter prefix for just the credit memos?

QuickBooks Desktop

Best answer by SkinnyRaven

To be honest I did not realize this until your post. It appears credit memos use the same number sequence as invoices. So if your last invoice entry was 4000 and you generate a credit memo the number would autopopulate as 4001. I can see where adding CR- to the credit memo number would also change your invoice number as well. When or if this was changed from previous versions I cannot say.

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SkinnyRavenAnswer

Level 6

To be honest I did not realize this until your post. It appears credit memos use the same number sequence as invoices. So if your last invoice entry was 4000 and you generate a credit memo the number would autopopulate as 4001. I can see where adding CR- to the credit memo number would also change your invoice number as well. When or if this was changed from previous versions I cannot say.

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ampomal

Hi

Any update on this? Has this been solved? I am unable to keep two different sets of Invoices with different prefixes. Please advise if there is any update. Thank You

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DrewJ

This isn't the kind of service I want you to experience, -AventadoR.

Let me make it up to you and ensure you're able to use the desired number you need on your sales forms.

Yes, you can use 'CN' on the credit notes, the system will automatically follow the numbering on your next entry. See the attached screenshot below for your visual guide.

I'm adding this article in case you want to personalize your sales forms: Use and customize form templates.

Let me know if you need additional information by commenting below. I'll be around if there's anything else I can do with the number sequence in QuickBooks.

QB Online still does not have the capacity to track separate transaction numbering for invoices, sales receipts, and credit memos. This is a shortcoming that causes problems/confusion for both QBO users and their customers.

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Anonymous

Your original method should still work. Try creating a new invoice and use IN as a prefix. save and close and see if the next invoice starts with an IN.

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mac2itAuthor

Thanks for the reply. It doesn't seem to work any more. I just opened invoices after doing a credit and the first invoice had the CR prefix and the next sequential number based on the Credit Memos.

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cblades

Has there been any progress on this? For our business, it would be extremely valuable to have different numbering sequences for Invoices and Credit Memos. Our CM's do not follow the same sequence as our Invoices so we manually have to change the sequence every time we wish to enter a Credit Memo. This often causes future invoices to be created in the wrong sequence not matching our standard convention which is very frustrating and confusing for both customers and our A/R Team.

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Giovann_G

Moderator

Hello, cblades.

I understand your point. Your business needs to have separate numbering sequences for invoices and credit memos. As of right now, the same numbering sequence is used for invoices and credit notes.

You can manually change the sequence when creating an invoice or credit memo. Before saving the transaction, please verify that the number adheres to your company standard. This will prevent confusion for your customers and the A/R team.

I also encourage you to submit your product suggestions via QuickBooks. Our Product Development team collects all requests and may include them in the upcoming updates once approved.

Here's how:

Go to the Help menu.
Select Send Feedback Online, then choose Product Suggestion.
Enter your request.
Once done, click Send Feedback.

I've added the following articles below if you have trouble printing, emailing, or saving them as a PDF in QuickBooks Desktop for future reference:

You're welcome to post again if you need anything else in QuickBooks. We're available to help you at any time.

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nlee1079

This is a huge issue for me as well. The fact that QBO using the same number sequencing for two very different items is extremely frustrating. We can not have invoices and credit memos run on the same number sequence. Please fix this asap.

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